ERM Wage and Contribution Report - File Layout and Data Mapping
The default file names for the ERM Wage and Contribution reports are based on the Submission Unit Fund selected on the IN ERM Wage and Contribution Report – Report page:
All: IN_WAGE<MMDDYYYY>_ALL.txt
PERF: IN_WAGE<MMDDYYYY>_PERF.txt
TRF: IN_WAGE<MMDDYYYY>_TRF.txt
PA: IN_WAGE<MMDDYYYY>_PA.txt
JU: IN_WAGE<MMDDYYYY>_JU.txt
77: IN_WAGE<MMDDYYYY>_77.txt
CE: IN_WAGE<MMDDYYYY>_CE.txt
The file format is pipe-delimited.
The ERM Wage and Contribution report electronic file contains three record types:
Header Record
The header record summarizes the detailed member wage and contribution payroll data being reported.
The following table describes the Wage and Contribution report's fields, descriptions, format, length, data source or valid value, and whether the field is required, optional, or conditional for the Header record.
Field | Description | Format | Length | Data source or Valid value | Required, Optional, or Conditional |
---|---|---|---|---|---|
Payroll Date | The date the payroll was distributed to employees (check, direct deposit). All of the detail transactions must be associated with this payroll date. | Date | 8 | The format is MMDDYYYY. | Required |
Row Count | The number of transaction records included in the file to be uploaded. This number will be compared with the actual number of records ERM reads to ensure all records were captured in the upload. | Integer | 9 | Not applicable | Required |
Detail Contribution Transaction Records
The detail member wage and contribution transactions for Regular Pay, Regular Pay Adjustments, or Settlement Adjustments being reported for the members of a Submission Unit.
The following table describes the Wage and Contribution report's fields, descriptions, format, length, data source or valid value, and whether the field is required, optional, or conditional for the Detail Contribution Transaction records.
Field | Description | Format | Length | Data source or Valid value | Required, Optional, or Conditional |
---|---|---|---|---|---|
Unused Field | It only applies to specific employers. | Alphanumeric | 5 | Not applicable | Optional |
Submission Unit Number | This was formerly the seven-digit Employer Number. The new field name is Submission Unit Number. Submission Unit is represented by seven digits in two parts – four digits and three digits.
| Alphanumeric | 7 | Retrieved from the Submission Unit Number field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Required |
Submission Unit Fund | Defines which Retirement Fund this Submission Unit reports Wages and Contributions to. | Alphanumeric | 4 | Retrieved from the Submission Unit Fund field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. Valid values:
| Required |
Social Security Number | The employee’s nine-digit Social Security number. It must be zero-filled. | Integer | 9 | Retrieved from the Social Security field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Required At least two of the following are required for validation:
|
Detail Contribution Transaction Records - ERM Fields
The detail member wage and contribution transactions for Regular Pay, Regular Pay Adjustments, or Settlement Adjustments being reported for the members of a Submission Unit.
The following table describes the Wage and Contribution report's fields, descriptions, format, length, data source or valid value, and whether the field is required, optional, or conditional for the ERM fields of the Detail Contribution Transaction records.
Field | Description | Format | Length | Data source or Valid value | Required, Optional, or Conditional |
---|---|---|---|---|---|
Pension ID | The nine-digit code identifying the employee's pension account. It must be zero-filled. | Integer | 9 | Retrieved from the Pension ID field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Required At least two of the following are required for validation:
|
Last Name | The employee’s last name. | Alphanumeric | 30 | Retrieved from the Last Name field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Required At least two of the following are required for validation:
|
Pensionable Wages | The total amount of the employee's pay period wages.
If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Wages field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Mandatory Post-Tax Contributions | The total amount of the employee's mandatory post-tax contribution. This is the 3% Mandatory Contribution the employee pays - Post-tax. The employer must submit the mandatory contributions as pre-tax for TRF members electing the My Choice Plan. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Mandatory Post-Tax Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | |
Mandatory Pre-tax Contributions | The total amount of the employee's mandatory pre-tax contribution. This is the 3% Mandatory Contribution the employer pays - Pre-tax. The employer must submit the mandatory contributions as pre-tax for TRF members electing the My Choice Plan. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Mandatory Pre-Tax Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Employer Share | The total amount of the employer share for the pay period. This only applies to employees enrolled in the Voluntary Pre-Tax plan before 1/1/2018. For PERF employers offering both plans:
For TRF employers:
If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Employer Share field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
FSP Wages | The total amount of the employee's FSP (Federally Supported Program) wages for the pay period. This is only for TRF. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the FSP Wages field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
FSP Contributions | The total amount of the employee's FSP (Federally Supported Program) contribution for the pay period. This is only for TRF. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the FSP Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
HEP Contributions | The total amount of the employee's HEP (Higher Education Program) contribution for the pay period. This is only for TRF. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the HEP Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Credited Days | The total number of days taught in the pay period. This is only for TRF. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 3 | Retrieved from the Days Total field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Member Voluntary Post-tax Contributions | The total post-tax amount of the employee's voluntary contribution to TRS (Teachers Retirement System). If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Voluntary Post-tax Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Member Voluntary Pre-tax Contributions | The total pre-tax amount of the employee's voluntary contribution to TRS (Teachers Retirement System). This only applies to employees enrolled before 1/1/2018. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Voluntary Pre-tax Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Last Day in Covered Position | The date of the employee's last day in a covered position. Used if the employee is moving from a covered position to a non-covered position and represents the last day worked in the covered position. | Date | 8 | Retrieved from the Last Day field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Last Day in Pay | The employee's last pay date if the employee was terminated. | Date | 8 | Retrieved from the Last Pay field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Last Check Date | The date the employee's last check was issued. | Date | 8 | Retrieved from the Last Check field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Conditional It is required if there is a date in the Last Day in Pay field. |
Severance Wages | The total amount of wages the employee received as severance. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Severance Wages field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Severance - Mandatory Post-tax Contributions | The total post-tax amount of the employee contribution on severance. This is the 3% Mandatory Contribution the employee pays on Severance Wages - Post-tax. The employer must submit the mandatory contributions as pre-tax for TRF members electing the My Choice Plan. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Severance Contribution field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Severance - Mandatory Pre-tax Contributions | The total pre-tax amount of the employee contribution on severance. This is the 3% Mandatory Contribution the employer pays on Severance Wages - Pre-tax. The employer must submit the mandatory contributions as pre-tax for TRF members electing the My Choice Plan. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Severance Pre-Tax Contribution field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Severance - Employer Share | The total amount of the share the employer pays to the employee. This only applies to employees enrolled in the Voluntary Pre-Tax Contribution plan before 1/1/2018. For PERF employers offering both plans:
For TRF employers:
If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Severance Employer Share field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Severance - Member Voluntary Post-tax Contributions | The total amount of the employee's post-tax voluntary contribution on severance pay. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Severance Voluntary Post-tax Contribution field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Severance - Member Voluntary Pre-tax Contributions | The total amount of the employee's pre-tax voluntary contribution on severance pay. This only applies to employees enrolled before 1/1/2018. If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments. | Integer | 9 | Retrieved from the Severance Voluntary Pre-tax Contribution field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Optional |
Pay Period Start Date | The reporting period pay start date. | Date | 8 | Retrieved from the Pay Start Date field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Required |
Pay Period End Date | The reporting period pay end date. | Date | 8 | Retrieved from the Pay End Date field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. | Required |
Record Type | The type of record for this transaction. | Alpha | 1 | Retrieved from the Record Type field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page. Valid values:
| Required |